Standing Rule: Agenda Setting
Approved 3/15/2022, Amended 10/18/2022
General Board Agenda:
Items shall be placed on the General Board agenda by the President or by Committee Chairs submitting items generated by their respective Committees or by written request of two Board Members. Agenda items should be submitted to the Executive Committee at least one week prior to the meeting. The Executive Committee is responsible for ensuring all agenda items are compliant.
Committee Agenda:
Items shall be placed on a Committee agenda by written request of any member of the Committee. Agenda items should be submitted to the Committee Chair(s) at least one week prior to the meeting. Committee Chairs are responsible for ensuring all agenda items are compliant.
Special Meeting:
If called by the President, the President shall set the Special Meeting agenda. The President shall ensure distribution of the agenda in writing to the Board and ensure all agenda items are compliant.
If called by a majority of Council members, the Special Meeting Agenda shall be set either:
- at the time of Board action to call the Special Meeting. The Secretary shall distribute the agenda in writing to the Board. OR
- by written request to the Department representative by a majority of Council Members. The Department representative shall ensure distribution of the agenda in writing to the Board.
Standing Rule: Vacancies
Approved 3/15/2022
In accordance with the procedure defined in Article 5, Section 6: Vacancies of the Bylaws, the Council will provide application instructions and deadline on GTLNC.org within 24 hours of the notice of mid-term vacancy and include notice on GTLNC social media and in all GTLNC newsletters distributed during the application period.
Eligible candidates will only be considered if a complete application is received within the application period. Candidates shall be notified in writing by the President within five (5) days of receipt of application if there are issues with their application. Candidates are responsible for providing remedy within the application period or within 48 hours of receipt of notice of the issue, whichever is later.
The nominated candidate’s statement will be made available on GTLNC.org no fewer than 24 hours prior to the meeting at which their nomination will be considered.
Standing Rule: Annual Meeting Procedure
Approved 5/17/2022
The Annual Meeting shall be held in the month of July at the regular monthly meeting or at a special meeting called in accordance with Article 8 of the Bylaws or as directed by the Department of Neighborhood Empowerment (DONE). At the regular meeting before the Annual Meeting, the Annual Meeting Procedure shall be summarized.
The presiding chair of the Annual Meeting will be a DONE representative until the selection of the President, at which time the President will become presiding chair. The DONE representative is not permitted to vote.
The agenda for the Annual Meeting shall include:
- Selection of Officers
- Selection of Standing Committee Chairs
- Appointment of Second Signer [per policy, Treasurer is automatically appointed Primary Signer]
- Appointment of Primary and Secondary Bank Card Holder
- Appointment of Community Impact Statement (CIS) submitters [no fewer than two and no more than five]
- Announcement of Youth seat candidate application period, instructions and deadline for application, and date of selection.
Each selected position shall be filled by the following procedure and in the order agendized. Each position must be nominated and voted upon separately, and no slate may be proposed for multiple positions. If no candidates are nominated for a position, the position shall be noticed as vacant.
- Call for Candidates: Candidates may be nominated from among the Council members at the Annual Meeting by any stakeholder or Council member, including self-nomination. Each nominated candidate shall accept or decline their nomination. Candidacy for positions selected or appointed at the annual meeting need not be submitted in advance of the Annual Meeting. Candidates for committee chairs may opt to run as a single ticket of two committee co-chairs. Once all nominations are heard, the Call for Candidates will close, and no additional nominations will be accepted. Candidates may withdraw their candidacy at any point prior to the vote.
- Candidate Statements: Candidates standing for selection at the Annual Meeting shall be permitted a two (2) minute candidate statement.
- Governing Board Comment: Non-candidate Council members may comment on the candidates. The length of time for each Governing Board comment shall not be greater than time allotted to each public comment. Each Council member is permitted to speak once per position. Candidates may not speak during Governing Board Comment.
- Public Comment: Members of the public may comment on the candidates. The length of time for public comment shall be announced at the start of the meeting.
- Candidate Closing Remarks: Candidates standing for selection shall be permitted a one (1) minute closing remark prior to vote.
- Vote: A roll call vote shall proceed in accordance with the voting procedure defined in Article 5, Section 6 of the Bylaws. Votes may not be split between single ticket committee co-chairs (see Item #1 above). Candidates may vote for themselves.
Standing Rule: Committee Membership
Approved 5/17/2022
Request to Join: Eligible stakeholders may request to join a committee by attending at least one meeting of the committee and making a request to join during the meeting as well as submitting a written request to the Committee Chair(s). The individual will be added to the committee prior to the next regular meeting of the committee. For newly elected Council Members the attendance requirement is waived, and they may submit a written request to join to the Committee Chair(s).
Limitation on Number of Council Members: If more than the allowed number of Council Members, per Department of Neighborhood Empowerment (DONE) policy and the Bylaws, want to join a committee, then the Committee Chair(s) shall ask the interested Council Members to volunteer to step down from the committee / retract their request to join. If not enough volunteer, then the Chair(s) shall request the President determine which Council Members will be committee members. The President shall notify the Committee Chair(s) and the applicable Council Members of their decision no later than one week prior to the next regular meeting of the committee.
Removal from Committee: The Committee Chair(s) shall propose removal of a member from the committee by notice in writing to the committee member and on the agenda of a meeting of the committee. The committee member will remain a member of the committee until the conclusion of the meeting at which their removal is being proposed. The committee may reject the proposed removal of the committee member at such meeting.
To prevent issues meeting quorum, if the committee member proposed for removal has been absent for three consecutive regular meetings of the committee immediately before the meeting where their removal is considered, the committee member will be removed prior to the meeting. If the committee rejects their proposed removal, the committee member will be reinstated at the next meeting.
